How to Setup a Conferencing Station

The process of setting up a conferencing station can be complicated for the average person. These stations mix telephone connections, video- and computer-networking features in a small but intricate package. The key to installing your conferencing station is to take each function of the station as a separate entity during set up.

Instructions

Difficulty: Moderate

Things You’ll Need:

• Earphones
• Ethernet cable
• Router

Install Your New Conferencing Station

1. Configure your computer and data router to handle the rigors of conferencing. Your station will handle audio streams, video and data downloads for your company. You need to establish a set of balanced security measures that keep viruses at bay while allowing you to fully realize your station's potential.
2. Place the conferencing station in a central location where you know you will hold a majority of your meetings. The hassle of station setup and removal can lead to wasted hours by your IT staff.
3. Run all of the applicable cables from the station to outlets and your computer in an efficient manner. You need to mark each cable at the middle point in case some get tangled after repeated usage.
4. Turn on your router before you set up the conferencing station to avoid confusion. Your router will likely need a few moments to run through diagnostics and settle in for connections from multiple sources.
5. Connect your conferencing station to the appropriate computer in order to give remote offices the same view as the participants in your office. Most stations feature an Ethernet cord that connects the central unit to the phone line, running through the office network to satellite-meeting areas.
6. Determine the volume of your station's speakers and microphones during the setup process. Newer stations have a volume feature that activates a sharp sound to indicate the sound level as you move the volume controls up or down. You should also plug earphones into a conferencing station to listen to levels on each microphone you use.
7. Utilize software tutorials included with purchase of a conferencing station as you set up equipment for a presentation. You can answer questions about organization, technical issues and capabilities of your new station within minutes of starting the tutorial.

Tips & Warnings

• Register online with the company from which you purchased the conferencing station to use equipment without hassles. While the station may allow you to bypass any registration during use, you may encounter registration notices when you connect the unit to your computer. You should sign up for automatic updates to keep your station ready for presentations at all times.

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